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How to create your presentation using Excel?

Hrideep barot.

• Presentation

MS- Excel, widely known as Excel, is famous for its spreadsheets and data handling. But little has been explored of this wonderful software other than the standard features.

Do you know that you can create and give your presentation using Excel? Are you curious of how to create a presentation in Excel?

Read till the end to get familiar with the steps and bonus tips in the end!

This is our game plan for this article.

Is excel presentation a good choice?

Step 1: choose a template, step 2: create slides, step 4: remove the grids, add a background picture, add colors to your data, font size matters, make use of cells, title slide, conclusion slide, product sales, comparative analysis, financial resolution or budget proposal, who all can benefit through excel presentations, does excel have presentation mode, how to export excel presentations.

Now, you might wonder: how can a simple spreadsheet be made presentable, especially a business report or pitch?

Well, using Excel might be more advantageous than you think. Here’s why:

Although PPT or PowerPoint Presentations gives a wide variety of options and templates to choose from, it can sometimes be too stretched out or contain lots of information that can be overwhelming.

Often, the main agenda of the presentation gets blurred, as we tend to emphasize and explain each and everything on the PPT.

If you want to give a crisp, short and effective presentation, then consider going for an Excel presentation.

There are fewer chances of your audience losing focus, as you emphasize only the needed information, especially if you are presenting a business report.

You will also save time of giving and making your presentation.

Now that you know why Excel is a good choice, let us see how we can use an Excel sheet in a presentation.

Creating a presentation in Excel

Creating a presentation in Excel can be the easiest way of making a presentation.

Follow these steps to make your presentation in excel:

The first step is to choose a template that goes with the aim of your presentation.

If your aim is to give a business presentation, you can go for templates like the ones seen in the above picture.

If you aim to present a business idea or budget, then you can choose templates such as planner and checklist or expense budget.

Choosing the right template would make things easier for you and your audience.

You might wonder how can I possibly create a slide in excel? Isn’t that a feature of PowerPoint?

Well, the idea is to create one similar to PowerPoint.

By using the sheets as slides, one can easily create an impactful presentation.

Make sure to name the sheets, and arrange them in order to give a smooth presentation.

Step 3: Organize your data

Now enter your required data and arrange it.

Simply select the required data by pressing the SHIFT key and use the ARROW keys to select.

Then, click on the Insert option from the menu tab and click on the Recommended Charts.

Now, select the type of chart you want.

Here are some possible options:

If you have data that depicts a financial report, and you want to explain the profits annually, then go for Line Graphs.

Remember to name your chart. You can click on the chart title to rename it.

If you want to present a monthly report on the expenses, then go for a pie chart.

Pie charts fit well when you present on a single aspect or topic.

Tables work for almost all purposes.

However, the information presented needs to be simple and short.

You can do this by making colored tables.

You can select your data, and from the Page Layout option from the menu, browse the themes and colors.

Go for lighter tones, as they look aesthetic and professional as well.

Also, the audience won’t find it difficult to read the data, which can happen if you use darker colors.

One of the main features of Excel are the grids, i.e., rows and columns.

Our last step is to get rid of the grids, as they can distract the audience and you may also run the risk of giving a shabby presentation.

To remove grids, go to the Page Layout option in the menu tab and unselect or uncheck the boxes under Gridlines and Headings.

After this step, your presentation would seem as if it was made using a PPT!

Tips for making a creative and professional presentation using Excel

Level up your presentation by setting a background picture in your Excel sheets!

In order to do this, go to the Page Layout and click on Background.

You can choose any of your saved pictures or choose from almost infinite options by searching one.

After you choose your picture, click on insert and your background picture is ready!

Last step is to remove the gridlines for a clean presentation.

You can also remove Headings and Formula Bar by unchecking them from the View tab.

It is quite a task to locate and understand data when everything is of the same color.

In other words, when you have a single color, say white, the audience would be busy tallying the data from right to left and not be able to concentrate on your presentation.

To resolve this issue, make your tables with two color tones.

You can choose them from Themes in Page Layout.

Here is the final result:

This table would take less time to locate the data in one row, as the color makes the task easy!

I bet you took some time to read this, especially if you are looking from a laptop or PC.

Did you feel any difference?

Your eyes were strained as you tried to read what was written.

Hence, make sure to have a decently larger font for making your information visible to everyone as not everyone sees your presentation from the same proximity as you.

If you don’t want a background picture, you can go for an image.

For adding an image, go to Insert and click on Illustrations.

You can add pictures, shapes, icons, 3D models and many more.

Remember to uncheck the Gridlines and Headings, before adding the images.

Cells in a spreadsheet can be used in creative ways.

Apart from entering data and doing calculations in a breeze, they can be turned into text boxes!

So make use of them as far as you can.

You can add in the main heading in the first sheet along with a background picture.

You can also use cells for short descriptions or notes below the tables or data for better comprehension for the viewers.

This is very important for all types of presentations and not just for Excel.

The main reason to categorize is to avoid “data dump”.

This happens when you put in too much information in one chart or sheet.

You might get confused or zoned out while presenting, and it is overwhelming from an audience’s perspective as well.

So, divide your data into various sheets and name them, ensuring they are in right order.

Doing so will also give your presentation a better clarity.

Sample Excel presentation

Suppose you are from the Sales department and are asked to give a presentation to the senior executives about the current vaccination drive status and future prospects.

Considering the period to be Jan-June 2021, here is a possible sample of how you can go about giving your presentation using Excel:

Here you can talk about your views on how the organization should carry forward the vaccination drive, and give suggestions on how to do it more efficiently.

What are some good Excel presentation topics?

Excel is a good medium to present product sales. The sample presentation above is a type of product sales.

It gives the organization a clear idea of the direction of the sales of a product and planning further marketing strategy.

If you have just begun your journey as an entrepreneur or are in the sales and marketing field, here is a useful article for you to enhance your skills of giving a business pitch to your clients! Pitch Perfectly: Crucial Public Speaking Tips for Startup Founders

Some topic ideas for product sales can be:

• Annual product review in XYZ branch
• Sales review of XYZ product
• Review of top-selling products in XYZ zone
• Sales promotion review 2020-21

Comparative analysis can be presented using Excel most effectively.

You can show data in simple charts and graphs, and compare the metrics using parameters such as time( weekly, monthly, annually) or regionally( within a company or branch, across branches, or internationally).

Some topics you can consider:

• Comparative analysis of student population taking XYZ stream/course
• Analyzing weekly donations to XYZ foundation
• Regional analysis of reported crimes in XYZ state
• Health and hygiene: A correlational study

Excel is a go-to application when it comes to finances.

With its easy tools and graphics, you can present budget proposals and financial resolutions with utmost ease.

You can consider these topics:

• FDIs for the year 2018-22
• Shares review 2020-21
• Annual review: Financial department
• Funds report: XYZ branch 2020-21

Although Excel is a great tool, it is not suitable for every type of presentations and professions.

It is an excellent medium for those engaging in quantitative data such as:

• researchers
• sales and marketing
• data analysts
• corporate executives
• logisticians, etc.

You can present your data in full-screen mode or presentation mode in Excel!

To do this, go to the View tab and select Full-screen mode, or press CTRL+ SHIFT+F1.

To go back to normal mode, right-click and choose the close full-screen option, or click on the three vertical dots on the top of the screen.

To export your Excel presentation, follow these steps!

STEP 1: Go to Files tab and select Export option.

STEP 2: In Export, click on create PDF/XPS document and name your file.

STEP 3: Click on Publish. Done!

Although we went through the steps of making an Excel presentation, do not leave the other aspect out!

Your body language and delivery style also matters!

If you are confused on what approach to take regarding body language while giving a speech, follow this article! To walk or stand still: How should you present when on stage?

For preparing your voice, follow along How to prepare your voice for a speech: Step-by-step guide .

We took a look into the steps for creating a creative and effective Excel presentation in just 4 steps!

Hope that the steps and tips would make your next Excel presentation a success and completely reinvent the way Excel is seen!

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Excel Visualization: A Guide to Clear Data Presentation for Beginners

I once struggled with dull data tables.

Numbers clustered in rows and columns become a blur. But with Excel visualization , you can empower your audience to make informed decisions based on the data presented. Excel charts and graphs replace chaos, revealing patterns and trends.

Convey ideas efficiently with the right visual. It’s not just about creating a chart; it’s about making data understandable and engaging.

In this article, I’ll guide you step-by-step on transforming your Excel data into insightful visuals.

Let’s get started!

Table of Contents

Understanding the Basics of Excel Visualization

Excel provides various visualization options, whether 2D or 3D versions, standard, stacked, or 100% stacked options. It’s all about finding the right fit that best represents your data and message.

The Excel Charting Interface

Let’s start with creating a chart in Excel.

When you click on the Insert tab in Excel, you’ll see various chart types that you can use to visualize your data.

The Excel charting interface provides a wide range of options, from line and area charts to bar and column charts. When you click on a chart, the ‘ Chart Tools ’ contextual tab provides additional features for customizing your charts.

Types of Data for Visualization

Excel visualization data can be broadly categorized into numerical, categorical, and time-series data.

• Numerical data includes values that can be measured, such as sales figures or temperature readings.
• Categorical data includes information such as names, labels, or groups.
• Time-series data involves values measured over time, such as stock prices or website traffic.

Excel offers different chart types depending on your data type.

Selecting the Right Chart Type

Selecting the right chart type is half the battle for effective data visualization in Excel.

Pie charts are best for part-to-whole comparisons. Use line charts for time series or trends. Bar or column charts are the most suitable for categorical comparisons.

However, consider more advanced chart types for more complex data sets.

Scatter plots are excellent for correlation analysis , while histograms and box plots are ideal for distribution analysis of quantitative data.

It’s all about understanding your data and determining the best way to display it.

Steps for Visualizing Data in Excel – Creating Basic Charts

Creating basic charts in Excel is a fundamental skill for anyone looking to present data in a visual format.

Excel offers a variety of chart types, each with unique properties and use cases. The key to successful chart creation in Excel is understanding these different chart types and knowing how to present your data most effectively with them.

Organizing Your Data

Before you dive into creating Excel charts, it is crucial to organize your data correctly . 

Well-organized data will make the charting process easier and the resulting charts more meaningful. Ensure your data is clean, error-free, and arranged clearly and logically.

This will make it easier to select the data for your charts and create visuals that effectively communicate your data analysis results.

Pie and Donut Chart

Pie charts are popular for showing the proportion of different categories within a whole. While visually appealing, they are often misused and can lead to misleading interpretations.

Generally, they are most effective when comparing a few categories representing parts of a whole.

On the other hand, donut charts are a variation of pie charts with a hole in the middle (as the name implies!). Like pie charts, they can display multiple data series, but they should be used sparingly.

To create a pie chart in Excel:

• Select the data you want to visualize
• From the “ Insert ” tab, choose “ Pie ” from the chart options.
• You can customize your chart by changing the colors, adding labels, and adjusting other settings in the “ Format Chart Area ” pane.

Here’s a video guide on how to create a donut chart:

Line and Area Chart

Line and area charts are handy when dealing with time-series data . These charts plot data points on a graph and connect them with a line, allowing you to see trends over time. 

Check out this video for a step-by-step guide on how to create a line chart:

One of the business essentials when working with line and area charts is customizing the axis and gridlines. This can help make your chart more readable and meaningful .

The “ Format Axis ” pane allows you to customize the axis labels, adjust the scale, and add gridlines.

Column and Bar Graph

Bar and column charts are Excel’s most commonly used chart types. They are excellent for comparing different categories of data.

While bar charts and column charts are often used interchangeably, there is a difference: A bar chart presents data horizontally , while a column chart presents data vertically . This distinction can influence how easily your audience interprets the chart.

You can also choose between a stacked or clustered bar and column chart layout.

In a stacked chart , data series are stacked on each other, while in a clustered chart , they are placed side by side.

To create a bar or column chart:

• Select the data
• Then choose either “Bar” or “Column” from the chart options in the “ Insert ” tab
• Remember to format the chart and the axis labels to make the chart easier to understand

Advanced Charting Techniques

In this section, I’ll describe how to present complex data in a visually appealing and easily understandable format. Since each dataset is unique, treat these charts as ideas for meaningfully presenting your data.

Combination Charts

This type of chart combines the features of line and column charts, allowing you to present mixed data more comprehensively.

For example, when you have a target and actual data for comparison , a combination chart can be the perfect tool for visualization.

Clicking the Chart Design tab on the ribbon allows you to change the chart type and create a customized combination chart.

This allows you to have your target values in columns and the actual values marked along the line, which provides a clearer visualization of your data.

Trendlines and Data Analysis

Another essential feature of Excel charts is the ability to add trendlines. These can be linear, polynomial, or moving average trendlines.

A trendline graphically displays trends in your data , and you can extend it beyond the actual data to predict future values.

Along with trendlines, interpreting R-squared values is also crucial in data analysis. This will help you understand the relationship between your dependent and independent variables, thus enhancing your analysis results.

Check out our detailed how-to post on adding trendlines to Excel charts .

Conditional Formatting in Charts

Conditional formatting is another advanced charting technique in Excel that can enhance your data visualization. You can also add data bars, color scales, and icon sets.

These features allow you to customize your charts based on certain conditions, making it easier for your audience to understand your data. Applying these formatting options enables you to create more engaging and visually appealing charts for your data presentation.

Creating a Tornado Chart in Excel

Tornado charts are particularly effective when comparing and contrasting different variables . A well-crafted tornado chart can help you visualize how changes in several factors can impact a specific outcome – for example, the impact of inflation on NPV and IRR results.

Here’s a video showing you how to create a tornado chart:

Designing a Funnel Chart in Excel

Funnel Charts in Excel are highly effective tools for monitoring sales processes or any other process that narrows down over time.

Here are two quick methods for designing funnel charts in Excel:

Building a Waffle Chart in Excel

Waffle charts, also known as square pie or waffle bar charts, are a great way to visualize individual data points compared to the whole data set. They are a fun and engaging way to present percentages or proportions.

Here is a simple method for creating waffle charts:

Data Visualization Tips – Enhancing Chart Aesthetics

The aesthetics of your Excel chart play a significant role in how effectively your data is communicated.

A visually appealing chart is easier to understand and engages your audience. Enhancing chart aesthetics involves working with various chart elements and features, such as colors, styles, and data labels.

Adding data labels, for instance, provides additional information on your chart, making it easier to interpret.

Besides, you can customize the chart’s colors and styles to match your presentation theme or company branding.

Check out this post for more information on good dashboard design principles .

Working with Chart Elements

Working with chart elements can significantly improve the readability and effectiveness of your data visualization.

Some key chart elements you can manipulate include titles, legends, and data labels.

• Data labels provide additional context to your data and can be customized to suit your chart
• Modify axis labels and gridlines to adjust their appearance and improve readability. Check out this video on how to add gridlines to your Excel charts:

These chart elements can enhance your aesthetic appeal and make your data easier to interpret.

Customizing Chart Colors and Styles

Spicing up your Excel charts is easier than you think.

The ‘ Chart Design ‘ tab in the Excel ribbon allows you to alter your charts’ aesthetics significantly.

Navigate to the ‘ Chart Styles ‘ section, and you’ll see various styles for your chart. 

Looking for a bit more customization? No problem! Simply click the ‘ Change Colors ‘ dropdown and choose a color scheme.

You can use Excel’s preset color schemes or create a custom color palette for brand consistency. Minor visual changes can significantly affect your chart’s overall look and feel.

3D Charts and Effects

Adding a third dimension to your charts can make them pop . But be careful.

While 3D effects can add a specific wow factor, they can also lead to misinterpretations of your data if they are not used properly.

To add 3D effects to your charts, click the ‘ Chart Styles ‘ and choose a style with 3D effects. 

Remember, though, that 3D effects should be used sparingly and only when they can enhance the understanding of the data. Overuse of these effects can lead to cluttered, confusing charts. When it comes to 3D effects, less is often more .

Advanced Excel Graphics

Beyond the basic charts, Excel offers advanced graphics capabilities to take your data presentation to the next level.

This includes using Sparklines, shapes, and icons, among other features.

Sparklines are mini-charts within individual cells, each representing a row of data. They give a quick snapshot of trends, helping you understand your data at a glance.

Excel offers line, column, and win/loss types of Sparklines that you can add with the Quick Analysis tool.

Using Shapes and Icons

Remember to appropriately format these shapes and icons to convey the right message and not distract from the data.

Portraying a Story Through Data

Excel visualization is not just about creating charts or diagrams; it’s about telling a story with your data. This is where the concept of data storytelling comes in.

It’s about using visualization tools to highlight key points and trends in your data, making it easier for your audience to understand and absorb.

It’s not unlike creating a plot in a novel where rows and columns of data are the characters, and the chart is the narrative arc. Every element should convey your story effectively and compellingly, from simple bar charts to intricate trend analysis.

Exporting and Sharing Your Visualizations

Once you’ve created your data visualization in Excel, it’s important to know how to share it! This involves exporting the visual representation of data in a format that others can easily access.

Whether you’re sharing a simple bar graph or a complex infographic, the export method will depend on the intended use of the chart/graphic.

This process can be as simple as saving your chart as an image or embedding Excel visuals in PowerPoint presentations and documents.

Saving Charts as Images

One of the simplest ways to share visualizations is by saving them as images .

To do this, right-click the chart and select ‘Save as Picture.’ Several image formats are available, each with its uses.

For instance, JPEG is great for photographic images, while PNG is ideal for images with transparent backgrounds. However, it’s important to consider the resolution of your image. High resolution is crucial for clear, crisp images, especially if they’re intended for print.

Embedding Excel Visuals in Presentations and Documents

Embedding them in presentations and documents is another way to share your Excel visualizations.

This can be done in two ways: linking and embedding .

• Linking refers to connecting the original Excel file and the document where it’s inserted. Any changes made to the original file will automatically update in the document (assuming the link isn’t broken ).
• Embedding involves inserting a copy of the chart into the document. While this won’t update automatically, it ensures that the chart will always be available, regardless of the status of the original file.

Both methods have advantages and should be chosen based on your specific needs.

Frequently Asked Questions

What are some common mistakes for beginners to avoid in data visualization with excel.

Common mistakes include overcrowding the chart with too much data, using inappropriate chart types, neglecting to label axes or data points clearly, and choosing colors or styles that reduce readability.

What are the best practices for presenting Excel data visually to a non-technical audience?

Focus on simplicity and clarity .

Use straightforward chart types, avoid technical jargon, and highlight key takeaways. Ensure your charts are well-labeled, and use annotations or callouts to draw attention to important data points.

What are some resources to learn more about Excel visualization? 

For more tips and tricks, visit my YouTube channel . Alternatively, look at Chandoo’s training, where I learned many excellent dashboard design ideas.

Can Excel visualization help in career development?

Absolutely! Proficiency in Excel visualization is a valuable skill in many industries.

It’s especially relevant in fields like data science, finance, marketing, and others involving large amounts of data. Effectively communicating data through graphical representation can give you a significant advantage in your professional journey.

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Excel Tutorial: How To Insert Video In Excel

Introduction.

In today's digital age, the importance of visual content in presentations cannot be overstated. Visual aids not only help in capturing the audience's attention but also make complex data easier to understand. In this Excel tutorial , we will explore the benefits of incorporating videos in Excel spreadsheets and provide a step-by-step guide on how to do so.

A. Importance of visual content in presentations

• Visual content helps in capturing the audience's attention.
• It makes complex data easier to understand.

B. Brief overview of the benefits of incorporating videos in Excel

• Videos can make presentations more engaging and interactive.
• They can help in explaining complex concepts or processes effectively.

Key Takeaways

• Visual content is essential for capturing audience attention and making complex data easier to understand in presentations.
• Incorporating videos in Excel can make presentations more engaging and interactive, and can effectively explain complex concepts or processes.
• Understanding the Excel interface and basic navigation is crucial for inserting and adjusting videos in spreadsheets.
• It is important to choose relevant videos and keep file sizes manageable when using videos in Excel.
• Linking external videos instead of embedding can provide benefits such as easier file management and reduced file size.

Understanding the Excel Interface

Excel is a powerful tool for data analysis and presentation. Understanding the interface is the first step to using it effectively. Let's start with the basics.

• Excel is organized into rows and columns, with each intersection forming a cell.
• Use the scroll bars to navigate through the worksheet.
• The ribbon at the top contains all the tools and options you need to work with Excel.
• Use the Home tab for basic formatting and editing options.
• Switch between sheets using the sheet tabs at the bottom of the window.
• To insert a video in Excel, you need to locate the insert option in the menu.
• Click on the Insert tab in the ribbon at the top of the window.
• You will find the Video option in the Media group.
• Click on the Video option to insert a video into your Excel worksheet.

Inserting a Video in Excel

Excel allows you to insert videos in your spreadsheets, which can be a great way to enhance your presentations or reports. Here's a step-by-step guide on how to do it.

Step-by-step guide to inserting a video

• Step 1: Open your Excel workbook and navigate to the worksheet where you want to insert the video.
• Step 2: Go to the "Insert" tab on the ribbon at the top of the Excel window.
• Step 3: Click on the "Video" button in the "Media" group.
• Step 4: Select "Online Video" to insert a video from a website, or "Video on my PC" to insert a video file from your computer.
• Step 5: If you chose "Online Video," you can search for the video in the Insert Video window and then click "Insert" to add it to your worksheet. If you chose "Video on my PC," navigate to the video file on your computer and click "Insert" to add it to your worksheet.
• Step 6: Resize and position the video as needed in your worksheet.

Supported video file formats

Excel supports the following video file formats for insertion:

• Microsoft Windows Media File (WMV)
• MPEG-4 video file (MP4, M4V, MOV)
• Flash Video (FLV, F4V)
• AVI video file (AVI)

It's important to note that the video file should be compatible with the version of Excel you are using, as certain older versions may have limitations on the supported formats.

Adjusting Video Settings

When inserting a video into an Excel spreadsheet, you may need to adjust the video settings to fit your needs. Here's how you can resize and move the video within the spreadsheet, as well as change the playback settings.

Resizing the video:

Moving the video:, changing the start and end points:, setting the video to play automatically:, looping the video:, linking external videos.

When working on an Excel spreadsheet, it can be useful to link to external videos rather than embedding the videos directly into the document. This not only saves space and reduces file size, but it also allows you to provide access to the most up-to-date version of the video.

• Before you can insert a link to an online video in Excel, you need to have the URL of the video handy. Once you have the URL, you can follow these steps to insert the link:
• Click on the cell in which you want to insert the link.
• Go to the "Insert" tab in the Excel ribbon and click on the "Link" button.
• Paste the URL of the online video into the Address field and click OK.
• The cell will now display the hyperlink to the online video.
• By linking to an external video, you can keep your Excel file size small and manageable, especially if you have multiple videos to include.
• Linking allows you to provide access to the most current version of the video, as any updates or changes made to the original video will be reflected in the linked Excel document.
• Linking also reduces the risk of compatibility issues, as some embedded videos may not play properly on different devices or versions of Excel.

Best Practices for Using Videos in Excel

When inserting videos into an Excel spreadsheet, it's important to adhere to certain best practices to ensure smooth functionality and optimal user experience. Here are some key guidelines to follow:

Choose the right video format:

Compress the video:, consider external hosting:, align with the content:, keep it concise:, quality over quantity:.

In conclusion, inserting videos in Excel can greatly enhance the visual appeal and effectiveness of your presentations and spreadsheets. By incorporating videos, you can capture the attention of your audience , provide detailed demonstrations , and communicate complex ideas in a more engaging manner. We encourage you to consider integrating videos into your Excel projects for greater impact and effectiveness .

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Getting Started with Excel 2016 : Basics for Beginners

In this video, you will learn how to get started with Excel 2016 / 365. This basic Microsoft Excel tutorial is for beginners. 

What is covered in this Excel tutorial:

Getting started with excel 1) Opening Excel & a new Excel file 2) Finding A Recently Opened File 3) Saving Excel Workbook Orientation to the Workspace 4) Difference between Workbook & WorkSheets 5) Renaming Excel Sheets 6) Finding a specific sheet 7) Understanding Excel Workspace, Columns & Rows 8) Selecting Rows & Columns 9) Understanding Cells and Cell Address Understanding Terminology 10) Excel Ribbons, Tabs, Groups & Buttons 11) Finding hidden Dropdown menus & Popup Menus 12) Ribbon Display options 13) Using the handy Search Bar 14) The timesaving Quick Access Toolbar Understanding tools in the Status Bar 15) The different types of views 16) Zoom Bar

You can follow this tutorial with any version of Excel. 

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Use custom views in Excel to enhance your presentations

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You want to illustrate your talk by pointing out selected areas of your worksheets. Rather than interrupting the flow of your presentation by having to scroll to and position each area as needed, you could create custom views in Microsoft Excel, which you can readily access by clicking on a list in your toolbar.

First, you will need to create custom views. To do so, follow these steps:

• Go to and select the worksheet area for your view.
• Go to View | Custom Views.
• Click the Add button, and then enter a name for the view and click OK.

Repeat these steps for each custom view you want to present. To build the custom toolbar for your presentation, follow these steps:

• Go to Tools | Customize.
• Click the Toolbar tab and click New.
• Enter a name for your toolbar (for example, Presentation).
• Click the Commands tab.
• Click View under Categories.
• Click Custom Views under Commands and drag it to your custom toolbar.
• Click Close.

To quickly go to a view during your presentation, click the drop-down arrow on the Custom View button and select the view from the list.

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How to Add a YouTube Video to Microsoft Excel

While the recent editions of PowerPoint allow adding videos to slides from various sources, the same isn’t all that simple for Excel; unless you are using the Web Video Player add-in. This simple add-in can be used to add a YouTube video to Microsoft Excel by simply providing the video URL. Doing so can help you insert supporting videos in Excel to back your data with facts, references and historical records in the form of informative videos.

Add the Web Video Player

To add YouTube videos to Excel, go to the Office Store using the option in the Insert tab in Excel and search for the Web Video Player add-in. Click Add to add the add-in to Microsoft Excel. You can access the add-in anytime via My Add-ins option from the Insert tab in Excel.

Add YouTube Video URL

In the next step, add a video URL and click Set Video . This will embed the video in Excel, from where you can easily run it anytime.

YouTube Video Running in Excel

Here is an image showing how your YouTube videos will run in Excel using the Web Video Player add-in. The add-in is great for spicing up your Excel spreadsheets and making them more informative and fun. By inserting relevant YouTube videos, you can ensure that your spreadsheets become more rich in terms of available content by providing easy to grasp information in video form instead of boring data sheets with long rows and columns.

Other than the Office Store, you can also login with your Microsoft account to install this add-in via the AppSource link given below. The add-in works not only with Excel but also PowerPoint. The supported versions include; Excel 2013 SP 1 plus and later, including Excel Online, and PowerPoint 2013 SP 1 plus and later, including PowerPoint Online.

Go to Web Video Player

Topics Apps for Office Excel 2013 Excel 2016 Excel Online Microsoft Excel Office Store PowerPoint 2013 PowerPoint 2016 PowerPoint Online Video Video Clips YouTube

Category Microsoft Excel

Written by Farshad

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How to Get Microsoft 365 for Free

You could get Microsoft Word, Excel, PowerPoint and other apps for free, saving up to $100 a year with these tips.

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You can use Microsoft Office apps for free. 

Microsoft 365  is a productivity suite that includes programs such as Word, PowerPoint, Outlook and OneDrive cloud storage. Because these tools are useful for work and school, you’ll likely want access to them.

A paid Microsoft 365 membership is the most common way to enjoy these apps, and you’ve got multiple tiers to pick from, starting with the $2 a month or $20 a year Microsoft 365 Basic plan. Normally, you’ll pay anywhere from $20 to $100 annually for a subscription depending on the plan you pick. You can sometimes bag Microsoft 365 at no cost.

Here’s how to get Microsoft 365 for free. 

Get Microsoft Office 365 Education free if you're a student or a teacher

Say you're a student, teacher or faculty member with an active school email address. You're probably eligible to get access to Office 365 for free through Microsoft, with access to Word, Excel, PowerPoint, OneNote and Teams, plus other classroom tools.

All you have to do is punch in your school email address on this page on Microsoft's website: Office 365 Education . In many cases, you'll be instantly granted access thanks to an automated verification process. If you attend an institution that needs to be verified, it might take up to a month to confirm your eligibility. 

College students can also get Microsoft 365 Personal for $3 a month with a valid school email address.

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How to get Microsoft 365 for free if you're not a student or faculty member

Not everyone can take advantage of an email address through an academic institution to get the Microsoft Office suite at no cost. Thankfully, anyone can get a one-month free trial of Microsoft 365. You do need to enter a credit card number. If you don't cancel your subscription before the month is up, you'll be charged $100 for a one-year subscription to Microsoft 365 Family (formerly called Office 365 Home). 

The good news is that you can access a number of apps online for free, including Word, Excel, PowerPoint, OneDrive, Outlook, Calendar, My Content, Skype, Designer and Clipchamp as long as you don't need the full suite of Microsoft 365 tools. Here's how to get them: 

1 . Go to Microsoft365.com .

2 . Click Sign up for the free version of Office under the "Sign in" button.

3 . Log in to your Microsoft account or create one for free . If you already have a Windows, Skype or Xbox Live login, you have an active Microsoft account.

4 . Select the app you want to use and save your work in the cloud with OneDrive.

Use the browser-based version of the Microsoft Word app for free.

So what's the catch for the free version?

You might be saying, "Wait a minute, if I can get all of those apps for free, why pay for Microsoft 365 in the first place?" The functionality of the free apps is limited, so they only run in your web browser and you can only use them while you're actively connected to the internet -- there’s no online version. They also have fewer features than the full Microsoft 365 versions. 

There are still benefits to the free version, including the ability to share links to your work and collaborate in real-time, similar to what the Google Workspace (formerly G Suite) productivity tools allow. If you're looking for basic versions of each of these apps, the free version should work well for you. 

For more productivity coverage, check out what Microsoft 365 Basic offers customers , all of the  best features in Windows 11  and  how to take screenshots in Windows 10 or 11 . You can also take a look at CNET's list of the best Windows laptops .

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